Fresh Jobs at Mines Advisory Group

Department: Operations

Line managed by: Technical Field Manager

Location: Abuja with frequent travel to MAG areas of operations

Important Notice: Position is subject to funds availability

Purpose of the position:

The National Construction Manager will be responsible for the full management and monitoring of construction and/or rehabilitation activities for the Mines Advisory Group in Nigeria. This position will be supervised by TFM; - in close collaboration with MAG's Regional Technical Referent for Construction in West Africa.

In particular, the National Construction Manager will be responsible for the following aspects and activities; -

Job description:

All activities must be undertaken in accordance with the purpose, scope and principles of MAG's standards and policies. 

Construction Contract/Project Management

• Produce or contribute, as required, to the production of plans/technical drawings, bills of quantities and technical specifications for construction or rehabilitation projects, ensuring compatibility with MAG WAM Construction SOPs, local and international construction standards and specific environmental constraints;
• Ensure that contracts and amendments relating to the various construction and/or refurbishment projects are drawn up in accordance with national and MAG requirements
• To ensure the technical supervision of local invitations to tender and restricted consultations through a transparent process in accordance with the planning established by the programme;
• Ensure that construction activities are carried out according to the established schedule and time allocation;
• Handle relations with contractors, including issues relating to the quality of works,
• Guarantee the monitoring of the terms of the contract(s) with the companies and ensure the necessary validations, guarantee the monitoring and payment of invoices in liaison with the MAG Nigeria finance team and fully ensure the monitoring of the contracts as well as the drafting and monitoring of any amendments;
• Evaluate the feasibility of alternative initiatives and procedures for worksites, including those that are remote, difficult to access or present specific difficulties;
• Draw up and share a weekly and monthly activity reports as per MAG WAM Construction SOPs.

Supervision of field activities

• Technical monitoring and supervision of worksites;
• To monitor and control the quality of construction and ensure that the agreed standards are achieved and maintained at all stages;
• Detect and proactively manage any difficulties that may arise during project implementation
• Liaise and coordinate with project partners and beneficiaries
• Provide and keep up to date complete documentation (plans, contracts, amendments, monitoring sheets, reports or any other document required by the programme) for each site;
• Ensuring that complete documentation (plans, contracts, amendments, monitoring sheets, reports and any other documents required by the programme) exists and is kept up to date for each site.

This job description is intended to summarise the main duties and responsibilities of the position; it is not a complete and exhaustive list of tasks. It is a non-binding document and may be amended as circumstances require. All members of staff are expected to perform their duties in accordance with the needs of the project and the guidelines of the organisation.

• Working within the framework of MAG's fundamental values
• Working to achieve departmental and programme objectives
• Ensures knowledge of and compliance with all MAG policies and procedures and keeps abreast of MAG activities
• Exercising its role in a manner appropriate to the cultural context and within the local legal framework.
• In addition, the construction manager will carry out any other ad hoc tasks requested by his/her supervisor as part of MAG's construction and rehabilitation activities in Nigeria.
• Understand and comply with the standards set out in MAG's Protection Framework, acting with due care and attention to safeguard the welfare of anyone who comes into contact with MAG's work and reporting any problems.

Person specification / Candidate profile :

Requirements: University degree (minimum Bachelor degree) in civil engineering or construction.

Experience: At least five (05) years' professional experience in a technical consultancy or project/site management.

Computer knowledge: Good knowledge and current use of office software (Word, Excel, Outlook) and mastery of computer-aided drafting software (AutoCAD).

Knowledge of languages: Excellent command and knowledge of English.  Hausa (Spoken and Written) would be an asset.

Quality: Ability to make proposals and take the initiative, ability to work under pressure in terms of programming.

Essential skills :

• Interest in and commitment to MAG's mandate and humanitarian principles
• Honesty and transparency
• Motivated, enthusiastic, Flexible and can multi task
• Rigorous
• Team player, humble and courteous, able to work under pressure; prompt and proactive, able to manage stress and take the initiative.
• Determined and committed to achieving high quality standards.

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Department: Support

Line managed by: Logistics Manager

Location: Abuja with frequent travel to MAG areas of operations

Important Notice: Position is subject to funds availability

Objective of the position:

The Support Services Officer will be responsible for the general and daily management of the office in Abuja and also required to travel to MAG operation areas in Nigeria. This position is supervised by the Logistics Manager.

In particular, the Support Services Officer is responsible for:

 Job description

 All activities must be undertaken in accordance with the purpose, scope and principles of the MAG standards and policies.

Logistics and Procurement:

Participate in the Implementation of the Supply Chain

• Prepare the required documents for purchases (pro forma request, bid analysis, purchase contract, purchase order, delivery note, etc.). To be reviewed by the LM
• Gather pro forma invoices and other information and seek to obtain the best prices for the desired quality.
• Ensure the quality and quantities of delivered goods and services and ensure the requesters have signed the GRN based on the specifications on the PRF
• Regularly update the database of pre-approved suppliers.
• Regular conduct market surveys and update the price list
• Prepare payment files and forward to LM for review before being submitted to finance department.
• Collaborate closely with support and technical departments.

Manage Equipment and Inventory

• Manage stock entries and exits.
• Keep the equipment register and inventory records up to date.
• Participate in physical inventories.
• Ensure proper use of equipment.
• Support the maintenance and repair of equipment.

Manage Transport and Vehicle Fleet

• Compile vehicle movement requests and coordinate fleet management.
• Ensure that vehicles are properly maintained and used.
• Maintain proper vehicle log documentation.
• Ensure compliance with safety instructions during vehicle movements.
• Organize cargo transportation by land and air.

Ensure General Maintenance and Upkeep

• Monitor building maintenance.

Finance

•  Support the FC in ensuring that MAG complies with all statutory payment and levy requirements.
• Support the FC in reviewing and processing payment requests, ensuring accuracy and compliance with MAG policy.
•  Verify the financial compliance of requisitions and purchase orders, receipt notes before any payment
•  Ensure that all regular payments are made on time.
•  Manage the program's petty cash, including conducting a daily cash count and immediately reporting any discrepancies to FC
• Update the cash book daily with the transactions made.
• Ensure that accurate records and proof of payment are kept.
• Obtain the bank statement of the MAG account each month and send it to FC as a support for the monthly financial report
• Maintain an effective filing system by ensuring that all accounting records are properly filed

Administration

• Ensure that service provider schedules are maintained and communicated.
• Support in the preparation of written documentation as required.
• Perform electronic and paper filing accurately and efficiently.
• Maintain office supplies and coordinate any necessary maintenance as required.
• Facilitate the procedures for obtaining visas for staff in collaboration with the LM
• Respect and ensure compliance with the organization's administrative, financial and logistical management deadlines and procedures
• Perform any other specific tasks requested by the hierarchy in the interest of MAG

This job description is intended to summarize the main duties and responsibilities of the position; This is not a complete and exhaustive list of tasks. This is a non-contractual document that can be modified depending on the circumstances. All MAG staff are expected to be flexible and willing to perform appropriate tasks when the need arises.

All staff members are expected to perform the following general duties:

• Work within MAG's core values, and promote its ethics and mission
• Work towards the achievement of department and program goals
• Ensure knowledge of and compliance with all MAG policies and procedures and keep abreast of MAG activities
• Exercise their role in a way that is appropriate to the local cultural context and legal framework
• Understand and comply with the standards outlined in MAG's Protection Framework, acting with the care and attention necessary to safeguard the well-being of anyone who comes into contact with MAG's work and reporting any possible problems

Person Specification

Essential Experience

• Advanced degree at university level in Administration, Human Resources, Logistics or any other related field.
• Prior experience of at least two (2) years in an administrative role, ideally in a support services role for another NGO.
• Previous experience in procurement, including identifying suppliers, conducting market research, etc.
• Previous experience in drafting administrative, logistical and record-keeping documents.
• Very good organizational skills, attentive and careful, and able to work independently.
• Excellent administrative skills, including in the use of MS Word and Excel.
• Fluency in English, knowledge of Hausa is an asset.

Essential Skills

•  Interest in and commitment to MAG's humanitarian mandate and principles 
• Honesty, transparency
• Motivated, enthusiastic
• Rigorous
• Team player, humble and courteous, able to work under pressure; prompt and proactive, stress management and initiative skills
• Determined and committed to achieving high quality standards

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Department: Programmes

Line managed by: Base Manager

Line Manages: Support Services Officer

Location: Abuja with frequent travel to MAG areas of operations

Important Notice: Position is subject to funds availability

Job Purpose:  

The Logistics Manager (LM) ensures system design, implementation, adherence and continuous improvement within the Logistics and Fleet department in line with MAG policies, good practice, and donor guidelines.

Reporting to the Base Manager the LM will act as a key member of the programme and is expected to contribute to the strategic development of the programme. 

Job Description

Procurement and Supply

• Provide technical logistics and procurement expertise to the programme SMT to guide the development of budgets, proposals and operational plans, ensuring that new projects are appropriately resourced and costed. 
• Develop and update programme procurement plans into a sourcing strategy to ensure timely procurement and a smooth supply chain to enable the efficient running of operations.
• Manage the end-to-end procurement process, in line with MAG and donor procurement procedures, ensuring control of the supply chain, and that value for money is achieved.
• Review and update current logistics processes in line with the HQ Logistics Framework, produce, and implement project SOPs to ensure a transparent and effective logistics and procurement function.
• Oversee the selection and appointment of suppliers in line with the sourcing strategy and procurement procedures, conducting local market surveys, competitive tendering processes and the development of fit for purpose supply agreements.
• Organise, track and monitor the safe transport and storage of equipment and assets ensuring that all relevant staff are kept updated regarding progress.
• Work with programmes to ensure International Procurement requests are consolidated, clear and well planned in advance.
• Work with customs and other stakeholders to ensure the timely and cost-effective clearance of goods shipped internationally.
• Ensure relevant licences and permissions are sought where required for the procurement and use of sensitive equipment.

Fleet and Equipment management

• Monitor, maintain and develop procedures and processes for the effective management of the project fleet, including vehicles, generators.
• Ensure accurate and auditable recording of all fleet movements, servicing, and fuel expenditure.
• Monitor and track vehicle use via the vehicle tracking system, report, recommend and initiate processes to ensure proper use of the fleet.
• Develop training plans for drivers (driver manual) to ensure up to date knowledge on current and planned fleet.
• Provide guidance to fleet/ drivers on best practice and appropriate maintenance to control cost.
• Reduce risk to operations by developing an effective PPM (planned preventative maintenance) system fit for purpose and relevant to the conditions on Project. Review maintenance schedules and implement changes as required based on condition of assets.
• Monitor use and condition of all operational assets including equipment, radios/ Thurays  etc. Ensure maintenance schedules are followed and adequate spare parts are held in stock to reduce downtime.
• Research and report on new equipment, tools, technologies, and processes to ensure continued best practice for equipment. 

Policies, Systems and Records

•  Maintain accurate and comprehensive administrative records relating to all purchases and shipments in line with MAG procedures and donor regulations to ensure transparency and accountability.
• Ensure that MAG’s logistics and procurement policies, procedures, systems, and guidelines are implemented and adhered to.
• Develop and implement policies, procedures and systems that will improve the accountability, transparency and efficiency of the programme’s logistics and procurement function.
• Ensure compliance and application of the programme security plan, safety and security policies and controls to ensure the safety and security of MAGs assets and resources.
• The LM will also play a key role in the Incident Management team.

Asset and Stock management

• Implement and maintain inventory systems to ensure that robust control mechanisms and minimum stock balances are in place and working effectively.
• Oversee programme assets, ensuring assets are tracked, maintained, and serviced and the programme asset register is accurate and up to date.
• Manage the life cycle of programme assets, ensuring their timely disposal in line with MAG and donor policy.
• Supervise and coordinate all matters relating to transport and fuel management to ensure that vehicles are used appropriately and safely, insurance is in place, damages are reported, services take place and fuel consumption is regulated and recorded.

Management and Training

• Supervise and line manage department staff in line with MAGs HR policies and procedures.
• Plan and deliver capacity building opportunities for line reports.
• Provide training and briefings staff to enhance their understanding of logistical procedures, asset control, inventory, stores control and MAG Policies and Procedures.

Relationships and networking

• Ensure the programme management team are kept up-to-date of all relevant issues relating to logistics.
• Maintain and develop contacts with other agencies and relevant local authorities and ministries on logistics and procurement issues.

All staff are expected to undertake the following general duties:

• Work within the framework of MAG’s core values, promoting its ethos and mission statement.
• Work towards achieving programme and/or department business plan objectives
• Ensure familiarity with and adhere to all MAG policies and procedures and keep informed of MAG activities
• Undertake and apply learning from appropriate training and development programmes.
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise. 

This is a non-contractual document that can be varied from time to time as circumstances dictate. This job description is intended to summarize the main duties and responsibilities of the post; this is not intended to be a full and exhaustive list of tasks. All MAG staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises. 

Some Job Descriptions may be supplemented by specific Terms of Reference.

Person Specification

Essential Experience

• At least 5 years experience  in Logistics and Procurement
• Experience in coordinating all aspect of a robust supply chain.
• Experience of implementing and managing logistical controls to support the operational requirements of a project or programme..
• Experience of managing and capacity building staff

Essential Skills and Knowledge

• Knowledge of relevant international export/import procedures and guidelines.
• Understanding of ethical purchasing guidelines and INGO standards.
• Ability to develop and maintain clear record keeping systems to monitor supply chain and asset management.
• Excellent organisational skills with the ability to coordinate, plan and prioritise activities.
• Excellent literacy, numeracy and IT skills (e.g. Word/Excel/PowerPoint)
• The ability to communicate with clarity and credibility on paper and face-to-face
• Effective negotiation skills

Essential Aptitude

• Innovative, flexible and proactive with a problem-solving approach where systems can be improved
• Determined and committed to the highest quality standards
• Ability to integrate into a varied team and establish effective working relationships at all levels internally and externally.
• Ability to meet deadlines and work calmly under pressure
• Ability to handle and prioritise a heavy workload
• Ability to represent and promote MAG
• Interest in and commitment to MAG’s humanitarian and capacity building mandate
• Attention to detail, specifically with regard to paperwork / equipment

Desirable

• Experience of working on procurement and invoicing processes
• Experience of export licensing procedures